Module 2: Written Communication 1

Your Passport to Professionalism: Module 2

Written Communication
Steps in this module:
1. Learn: Read the following brief document.
2. Review the 3 model documents at the end.

Step 1—Learn
Introduction
Most jobs require that you communicate in writing. You will write down phone messages, leave
notes for your co-workers, post a notice, and reply to email inquiries. Your job may even be to
write business letters to external customers.
In Module 1 - Verbal Communication - you learned that the actual words you say contribute less
than 10% of the meaning of your message. However, when you communicate in writing, the
actual words are all you have to get your meaning across. Much more than with verbal
communication, communicating in writing depends on how you encode your message.

Qualities of Good Written Communication

Communicating effectively in writing requires attention to all
aspects of the product: content, organization, tone, and
appearance.
Regardless of the form of your written communication, it should
follow these guidelines:
• Composed correctly - Check your grammar and spelling.
When in doubt, have your writing checked by an expert
• Clear - Read your text aloud to make sure it’s
understandable. It’s even better to read it aloud to someone
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else such as a friend

• Comprehensive - Double check to make sure all the important details are included
• Accurate - Check all the details to make sure they are correct
• Appropriate - Make sure you are using the proper tone and level of formality

Composing Email Messages

There are basic rules to follow when you write for work. The bottom line is: the email messages
that you send as an employee will look very different from the emails you write to your friends.
Correct Composition
Your friends don’t care if you use complete sentences and words, correct grammar, and correct
spelling. Your supervisor and coworkers do. In fact, the importance of correct spelling and
proper grammar cannot be overemphasized.
Clarity
It won’t bother your friends if you send them a message that is
garbled. But it will bother your supervisor and your coworkers if
you send one to them. PROOFREAD your message to make
sure it says what you mean. Look for ambiguities.
Use these strategies to write clear messages:
1. Don’t expect your reader to identify you from your email
address. Identify yourself.
2. Keep the message as focused and short as possible.
3. Get to the point right away without being too curt.
4. Use short paragraphs and bullets to break up long blocks of text. If you have multiple
subjects in one message, number them, and start your message by telling the reader
how many parts there are.
5. Write a meaningful subject line that describes the content and gives your reader a
reason to open your message. Avoid a generic subject, including the dramatic:
“Important! Read Immediately!” What is important to you may not be important to your
reader. Rather than announcing that your message is important, write an informative
subject that communicates the gist of what you feel is so important: “Emergency: All
Cars in the Lower Lot Will Be Towed in 1 Hour.”
TIP: Never, EVER use the abbreviations you use to write text messages in your business email.
u want ur boss r ur prof 2 think u cant rit?
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The tone of your email can be easily misconstrued—especially when you trying to be ironic or
humorous. Be conscious of the tone that your message is conveying. If you are the reader, be
aware that it is easy to read the wrong tone into the sender's words. This issue causes
relationship problems, misunderstandings, and communication breakdowns. Instead of judging
the tone for yourself, ask the sender to clarify the meaning.
TIP: Emoticons are out of place in business communication. Stick to the basics.

Completeness
Include all the important details. Email is different from text messaging. When texting, the
participants expect back-and-forth exchanges. The readers of your work email will be annoyed if
they have to email you back to get more information.
Accuracy
Mistakes in the information you send to your friends may not be a problem. They usually will be
at work.
Appropriateness
Your friends probably don’t expect you to start with a greeting (Dear Bob,) or to put your name
after your message. Your supervisor will likely expect it. Check with them to see if they have a
preference. A good rule of thumb is to copy the format used by the person you are
communicating with.
Your friends won’t hold it against you if you delay or forget to reply to one of their messages.
Your supervisor and coworkers will. You will be expected to reply promptly and definitely within
in a day of receiving a work-related message.
You might get away with using off-color remarks or rude language in emails to your friends. It
could get you fired if you use them for your work messages.
Use a simple presentation. Avoid fancy typefaces and don’t depend upon bold type, italics, or
large type to add nuances. The recipient’s email reader may not have all the features that yours
does. In a pinch, use asterisks to show *emphasis.*
Warnings
When you receive a rude or angry note, do not reply right away. Negative emotions can
escalate quickly in e-mails. If you get a cranky message, just delete it, or pick up the phone and
smooth things over.
Do not expect privacy!! The network administrator has access to your information. Don’t
worry: That person is much too busy to be poking around in your business for no reason.
However, if people in authority want to read your emails and share them with others, they can
do it. Therefore, assume that all of your email is public.
Module 2: Written Communication 4

Leaving Notes and Phone Messages

Consider the following phone exchange:
Student: Career Services. Jan speaking.
Caller: May I please speak with Dr. Brown?
Jan: Dr. Brown is not at his desk. May I take a
message?
Caller: Sure. Tell him Jack called.
Jan: May I have your last name, please?
Caller: Jack Jones.
Jan: Would you like Dr. Brown to call you back?
Caller: No. I’ll call back later.
Jan: Are there any other details you’d like me to give
him?
Caller: Tell him it’s about the meeting tonight.
Jan: Ok. So that’s Mr. Jones calling for Dr. Brown
about tonight’s meeting and you’ll call him back.
Did I get it right?
Caller: Perfect! Thanks!
Jan: Thank you for calling, Mr. Jones.

Here is the message that Jan left:

March 15, 2012, 11:30 a.m.
To: Dr. Brown
Mr. Jack Jones called about tonight’s meeting. He will call back later.
Jan Smith
Jan did everything right when she took this message for Dr. Brown. Here’s the breakdown in
terms of our goals.

Composition: Jan used complete sentences and spelled everything correctly.

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Clarity: Jan respectfully asked the caller for details that made the message clearer, then she
wrote the details briefly and clearly. She also made sure that Dr. Brown could read her
handwriting.
Completeness: Jan included the date and time of the call and specified which meeting the Mr.
Jones was talking about. She also noted that Mr. Jones would call Dr. Brown back. She printed
her full name in case Mr. Brown wanted to follow up with her.
Accuracy: After taking down the message, Jan repeated what she had written to the caller to
make sure she got it right.
Appropriateness: Jan’s communication was appropriate while she collected the information
and when she wrote the note. Right off the bat, she identified the office and gave her name. She
was respectful and appropriately formal but friendly. She wasn’t pushy when she asked for
clarification. Her respectful attitude continued in the message.
TIP: Do your best to keep phone messages private. Whenever possible, leave a phone
message where the intended recipient, and ONLY the intended recipient, can see it.

Posting Notices
Composition: Misspellings and bad grammar are even more of a problem when they’re in big
type and posted for everyone to see. Proofread and spell-check your sign. Always have
someone else check your work.
Clarity: Signs call for short phrasing and active verbs.
Completeness: Be sure to include all the important information. Ask yourself: If I didn’t work in
this unit, would I understand this message? If you’re announcing an event, include date, time,
location, cost, and other details a person needs to attend successfully.
Accuracy: Check the details to make sure everything is correct.
Appropriateness: Your supervisor should approve any text that will be posted for others to see.
It should go without saying that off-color language is forbidden. Be careful with humor, too.
Sometimes people do not understand or interpret attempted humor differently.
TIP: Before you go crazy with fonts and colors, run your ideas by your supervisor.
Module 2: Written Communication 6

Communicating With Outside Clients

Clear written communication is especially important when you write to people outside of your
organization. Before you send a letter, invitation, announcement, bulk mailing or other
correspondence, consult someone whose writing skills you trust to review it for correct
composition, clarity, completeness, accuracy, and appropriateness. Your supervisor (or
the person on whose behalf you are sending the correspondence) should review it before it
goes out. With outside mailings, the appearance of the documents is also of particular concern.
Your supervisor or a coworker will show you the stationery to use and the format to follow.
Business letters have a special format that include the outside address (usually in the
letterhead), the inside address, the salutation, the body, the closing, and the signature lines.
There is often a need to identify the preparer and note any additional documents that
accompany the letter. Spacing between sections is also standardized.

In Closing
When you are writing to friends, it’s fine to use shortcuts like
abbreviations (IMHO – in my humble opinion, or LOL – laugh out
loud) and nonstandard punctuation and spelling. They are signs
of casual intimacy, like sharing fries with a friend. If you tried to
share those same fries with a customer or a visiting dignitary,
you might seem disrespectful. For the same reason, don’t use
informal language when your reader expects formality. Always
know the situation, and write accordingly.

Want to learn more? Check out these online resources:

1. Tips for better business writing
http://www.dailywritingtips.com/10-tips-for-better-business-writing
2. Email etiquette
http://www.businessinsider.com/email-etiquette-rules-barbara-pachter-2013-10
3. Business Letter Format
https://owl.english.purdue.edu/owl/resource/653/01
Module 2: Written Communication 7

Step 2—Review Model Documents

Check your understanding of the concepts presented. Examine these examples of appropriate
business communication.

You write a Thank-you email to a co- Your boss asks you to draft a letter about receiving an
worker incomplete order

Subject line: Thank you! February 22, 2013

Dear Jane, OfficeMess
Thank you very much for teaching me 555 Long Street
how to stock the salad bar yesterday. It
Willamette, OR
was helpful to have someone who has
had experience show me the ropes. I To Whom It May Concern:
appreciate your taking the time away from We have just received delivery of order no. 123 placed
your tasks to work with me. with you on February 18. We regret to say, however, that
I hope I can return the favor some day. the order is incomplete.

Sincerely, As you can see in the copy of the enclosed invoice, we

requested 1000 clear page protectors; however, the
John
shipment we received contained only 400.
As a result of not receiving the full amount, we have
You write a note telling a co-worker about been unable to complete an important project. We
a change in procedures therefore hope you will ship us the remaining 600 items
right away. If we do not receive them by Monday, we will
February 21 be forced to cancel the order and buy them elsewhere.
John, We look forward to hearing from you soon.
Mr. Su wanted me to let you know that we Yours sincerely,
have to leave the lobby lights on when we
close up from now on. He said it was a John Smith
request from the security guard who
patrols at night. Please let me know if you
have any questions.
Jane
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Passport to Professionalism
Reflection: Date: Name:

Module 2: Written Communication

A. In your current position, what types of B. What are your main challenges with written
written communication do you use most often? communication?
(List them all.)

C. What are some strategies you can use to ensure correct composition, clarity,
comprehensiveness, accuracy, and appropriateness?